Privacy Policy

Effective Date: June 1, 2025 | Last Updated: June 1, 2025

AMORTISYS ("we", "us", or "our") is committed to protecting the privacy of individuals who use our platform. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you use the AMORTISYS CRM platform and related services (collectively, the "Service").

By accessing or using the Service, you agree to this Privacy Policy. If you do not agree, please do not use the Service.

1. Who We Are

AMORTISYS is a software-as-a-service CRM platform headquartered in Ontario, Canada, designed specifically for licensed mortgage brokers operating in Canada and the United States. We process personal information as a data processor on behalf of our broker clients (data controllers) and also as a data controller for information we collect directly from you.

Contact: [contact@AMORTISYS.com] | [www.AMORTISYS.com]

2. Information We Collect

We collect the following categories of personal information:

a) Information You Provide

Account registration details: name, email address, phone number, job title, organization name.
Billing information (processed securely through Stripe; we do not store full card numbers).
Client and deal data you enter into the platform (contacts, mortgage deals, income records, notes).
Communications you send us via support requests or contact forms.

b) Information Collected Automatically

Log data: IP address, browser type, pages visited, access timestamps.
Device information: operating system, screen resolution, language preferences.
Usage analytics: feature interaction, session duration, error reports.
Cookies and similar tracking technologies (see Section 8).

c) Information from Third Parties

Data imported from mortgage submission platforms (e.g., Finmo, Velocity, Filogix) as authorized by you.
Payment and subscription status updates from Stripe.

3. How We Use Your Information

We use personal information to:

Create and manage your account and organization workspace.
Deliver, operate, and improve the Service.
Process payments and manage subscriptions.
Send transactional emails (account confirmations, invitations, renewal reminders).
Provide customer support and respond to inquiries.
Monitor platform security, detect fraud, and investigate abuse.
Comply with applicable legal obligations in Canada and the United States.
Analyse aggregated, de-identified usage data to improve our product.

We do not sell or rent your personal information to third parties. We do not use your client data to train AI models or share it for advertising purposes.

4. How We Share Your Information

We may share your information only in the following circumstances:

Service providers: Trusted vendors who help us deliver the Service (e.g., Microsoft Azure for cloud hosting and storage, Stripe for payment processing, SMTP providers for email delivery). These parties are contractually bound to protect your data.
Your organization: Other users within your brokerage organization can access data according to the role-based permissions your administrator has configured.
Legal requirements: When required by law, court order, or governmental authority in Canada or the United States.
Business transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the successor entity, subject to the same privacy obligations.
With your consent: For any other purpose you have explicitly authorized.

5. Data Storage and Security

Your data is stored on Microsoft Azure infrastructure located in Canada. We implement industry-standard security measures including:

Encryption of data in transit (TLS 1.2+) and at rest (AES-256).
Role-based access controls and multi-factor authentication for platform access.
Regular security reviews, vulnerability assessments, and audit logging.
Automated backups and a documented incident response plan.

No method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security. In the event of a data breach affecting your personal information, we will notify affected users and relevant authorities as required by applicable law.

6. Data Retention

We retain personal information for as long as your account is active or as needed to provide the Service. When you cancel your account:

Your data remains accessible for 30 days after cancellation to allow for export.
After 30 days, your data is permanently deleted from our active systems.
Backup copies may persist for up to 90 days before being purged.
We may retain certain records longer where required by law (e.g., financial transaction records).

7. Your Rights

Depending on where you are located, you may have the following rights regarding your personal information:

Canadian Users (PIPEDA / Provincial Privacy Laws)

Right to access your personal information held by us.
Right to correct inaccurate or incomplete information.
Right to withdraw consent (subject to legal or contractual restrictions).
Right to file a complaint with the Office of the Privacy Commissioner of Canada.

U.S. Users

Rights may vary by state. California residents may have rights under CCPA/CPRA including the right to know, delete, and opt-out of the sale of personal information (we do not sell personal information).

To exercise any of these rights, email us at [contact@AMORTISYS.com]. We will respond within 30 days.

8. Cookies

We use the following types of cookies:

Strictly necessary: Session authentication and CSRF protection. These cannot be disabled.
Functional: Remember your preferences (language, timezone, sidebar state).
Analytics: Aggregate, anonymised usage statistics to improve the platform.

You can control cookies through your browser settings. Disabling strictly necessary cookies will prevent you from using the Service.

9. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that we have collected information from a minor, we will delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last Updated" date at the top of this page and, for material changes, notify you by email or in-app notification. Continued use of the Service after changes constitutes your acceptance of the revised policy.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy, please contact us:

AMORTISYS
Ontario, Canada
Email: [contact@AMORTISYS.com]
Website: [www.AMORTISYS.com]